Human Resources Executive Assistant

Thompson Thrift is hiring a full-time Executive Assistant to work out of our corporate office in Indianapolis, IN. The Executive Assistant will support members of the Thompson Thrift executive team and high-level senior managers and perform a variety of executive assistant responsibilities. A high level of business acumen along with enthusiasm, poise, diplomacy, confidentiality, professionalism, and excellent communication skills are required.  An executive assistant with Thompson Thrift will display a team player attitude with the drive and ability to take on additional responsibilities and seek new opportunities and solutions to assist our executives and the growth of our organization.  

  

Duties & Responsibilities:  

• Must maintain versatility and flexibility as job responsibilities vary and are rarely the same each day.
• Receive incoming calls, take detailed messages, and respond appropriately on executive’s behalf.
• Greet visitors and assist them appropriately on executive’s behalf. Manage scheduling and calendars, book travel, and complete expense reports.
• Plan and coordinate meetings, on and off-site events and gatherings which may include preparing agendas and meeting materials, taking minutes, booking conference rooms and venues, catering needs, preparing invitations, and scheduling transportation.
• Well versed in professionally writing letters, emails, and memos and responding on behalf of executives.
• Experienced in creating reports and presentations and updating, maintaining, and distributing current reports and presentations.
• Maintain electronic files, correspondence, company records, etc.
• May assist with special projects such as budgeting, market research, interviewing and hiring, as well as social media and corporate responsibility initiatives.
• Leads by example and assists in cultivating a team atmosphere through collaboration and consideration of all levels of staff.

  

Qualifications:  

• Associates degree or an equivalent level of education and experience. A bachelor’s degree preferred.
• 4+ years of progressive experience in an administrative assistant or executive assistant role. Prefer experience supporting a high-level executive.
• Excellent interpersonal, organizational, verbal, and written communication, proofreading, and editing skills.
• Displays honesty, integrity, innovative and strategic thinking, accuracy, timeliness, and tactical excellence.
• Committed to providing exceptional customer service to internal management and team members as well as external investors, clients, community leaders, suppliers, and other business partners.
• Exceptional knowledge of computers, MS Office Suite 365, and administrative, clerical, and executive procedures.
• Concur Travel and Expense and Yardi experience preferred.
• Ability to work under pressure, manage multiple priorities simultaneously while maintaining the utmost confidentiality and discretion.
• Must be extremely detail oriented with proven success at taking direction from multiple executives and working independently with minimal supervision.
• An ability to “think outside the box” and make suggestions and propose solutions on company, office, or policy related matters.
• Provides leadership, coaching, and/or mentoring to other executive and administrative assistants.
• May act as a lead or administrative supervisor as well as provide back-up to other executive assistants and/or office managers.
• Ability and willingness to provide personal assistance as required.

  

Physical Demands: The physical demands described here are representative of those that must met by an employee to successfully perform the essential functions of this job. Employees may perform other duties as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands; and verbal communication. The employee frequently uses a computer keyboard and monitor. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. The employee is regularly required to be mobile and the employee occasionally travels both short and long distances via a variety of conveyances. The employee occasionally performs work on-site at construction work sites, office locations, and/or off-site venues. Performing this job will sometimes require the employee to walk work sites that do not have infrastructure, this includes walking on uneven surfaces, through mud, through ruts, etc. The employee must regularly lif